A guide to making ‘easy-read’ information

Key points for easy-read information

To provide easy-read information, follow these pointers:

• Know your reader.  What is important to them?
• Plan your document. Have a beginning, a middle and an end. 
• Keep sentences short, clear and concise. 
• Don't use jargon, or technical words and details. 
• Be consistent in your use of words. 
• Be consistent in presentation and layout. 
• Use pictures and symbols to help people to understand.
• Seek advice from the people who know your readers and topic. 
• Think about your budget. How much money do you have? 
• Don't worry about getting it right for everyone - give it a go.

Know your reader

Some people will be able to read easy-read documents while other may still need someone to help them understand. Some people will have access to computers and others will not.

• Ask yourself – why do people need the information?
• What do the readers already know about the topic?
• What do I want to happen when people read this document?
• Look at accessible information that has worked in the past.
• Check with your readers what works and what doesn’t – they are your best source of knowledge
• Keep the information age-appropriate – adults need adult content.

Plan your document

With easy-read you need to think from the reader’s point of view.

• Keep related information together.
• Have one idea on each page.
• Organise information into a logical order.
• Use headings and sub headings that give information.
• Try not to use columns. They are hard for the reader.
• Use white space.
• Plan and edit thoroughly.
• Check the draft document with the intended audience.

Keep your sentences short, clear and to the point

Easy-read works best when sentences are kept simple.

• Use short, familiar words
• The Plain English website – give hundreds of words and ideas.
• Keep sentences short – no more than 15-20 words.
• Each sentence should have only one idea.
• Use simple punctuation and no jargon.
• Keep the language personal, imagine you are talking directly to your reader, using I, we or you.
• Use active verbs as much as possible.
• Use positive language.

Don’t use jargon, or technical words and details

Cut out confusing or unnecessary detail.

• Use bullet points if you are explaining technical subjects to simplify the idea or concept.
• Use a different colour to highlight different ideas.
• Don’t use shortcuts or abbreviations – say Ministry of Health, not MoH.
• Have a glossary for words that the reader may not be familiar with.

Be consistent in your use of words

Often a range of words are used for the same purpose and we think everyone understands this. Words such as consumer, client, patient, participant or self-advocate can be used to describe the same person. Choose a word and stick to it.

• Think of the word your reader is most familiar with and use it.
• Use the same word to mean the same thing throughout the document.
• If you introduce new words, explain what they mean.
• If you are using symbols or pictures to describe words, use the same ones each time.
• It is good to repeat your messages when describing the same thing.

Presentation and layout

Once you have the words, the next thing you have to do is decide how to present them. Here are a few tips

• Use a clear typeface.
• Use large font – at least 16 point or bigger.
• Do not use block letters. 
• Use bullet points or boxes to make things stand out.
• Use a contents list.
• Use page numbers.
• Keep layout consistent.
• Make sure the words stand out on the paper – black print with a light background works well.
• Try not to use shiny paper it is hard to read.
• Booklets are easier than a lot of sheets of paper.
• Make the booklets A5 or larger.
• If you are publishing different versions, be consistent with the look and standard.
• Keep title and cover pages in the same design but use a different colour.
• Think about putting the same information onto CDs.

Pictures and symbols

It can be hard to find the right one to match the words. Try clip art from the web, or computer programmes such as Boardmaker, and Illustrators and Photographers.

• Make sure any photos, symbols, and drawings are relevant, culturally and age-appropriate and up to date.
• Find what suits the words best – photos, drawings or symbols.
• Place pictures alongside the words they are explaining.
• Don’t put words over the top of pictures.
• Show time using a picture of a clock.
• If using photos, make sure the photocopying is clear.
• Don’t use busy pictures or photos.

Advice and help

• Seek help from others
• Ask your readers. People with intellectual disability will help you get the right words, pictures and look.
• Ask organisations that work with your audience to assist.
• Use the web to contact other organisations doing this work.

IHC encourages you to give writing easy-read a go – the more you do the better you will get.

An easy-read format can be used to all the information people have to read to get by in their daily lives. This includes government policies and practices. The next time you are writing information involving people who may need to help to understand, think about using easy-read for: 

• personal plans
• timetables
• notices
• memos
• reports
• information forms
• agendas and minutes for meetings
• invitations to events
• employment agreements
• research findings.

Good examples